Unit 3: Word Processing (Intermediate)

SESSION 1: MODIFYING LAYOUT OF A PARAGRAPH: Using paragraphs you can break

continuous text to one or more sentences. This way, it is lot easier for the readers to understand and enjoy the
content. Steps to use paragraph option are: 1. Open a new document in word processor. Click on the Page
Layout tab on the Ribbon.2. Click on the icon under
Paragraph group, 3. T he Paragraph dialog box appears.
You can see the options for automatic alignment, spacing,
etc. that you can setup while composing the document itself
instead of doing the alignment towards the end. 4. Click on
Tabs... button, Tabs dialog box appears. 5. You can specify
the tab stop position by mentioning the stopping position in the Tab stop
position box. After specifying the tab stop position click on Set button and the
Tabs window appears. 6. Click OK.
Note: You can also set the tab stop position by clicking at the required point on
the ruler.
Fill in the blanks:
1. _______________ can be used to break continuous text to one or more sentences.
2. Paragraph group is available under _____________.
3. Default tab stop position is __________ .
SESSION 2: MANAGING HEADERS
Headers are text or images included at the top of the page. They usually contain important
information such as company or department name, logo, page numbers, name of the author, etc.
separated from the work or actual document area. Steps to insert header are:
1. Click on the Insert tab on the Ribbon.
2. Click on the option Header in the Header & Footer group, as shown
3. A drop down list appears which lists predefined header options.
4. Try inserting any of the predefined options from the list.
You can insert the page number at any position within the header area
by selecting the alignment option under Page Number. You can also change the number format for page
numbers by clicking Format Page Numbers... under Page Number options. You can insert date and time by
clicking the Date & Time option available under Insert Group. Try inserting a picture or a clipart into the
header using the Picture and Clip Art option under Insert Group.
Fill in the blanks:
1. ______________ can be used for inserting information at the top of each pageautomatically.
2. Header option is available under ____________ group in Insert Tab.
Answer the following:
1. List any five items that can be added to the header area.
SESSION 3: MANAGING FOOTERS Footers are text or image included at the bottom of the page
and may repeat in all pages of the document. The procedure for creating a footer is similar to that of headers.
To insert footer to a document, open a new document in Word processor
1. Click on the Insert tab on the Ribbon.
2. Click on the option Footer in the Header & Footer group, as shown.
3. A drop down list appears which lists collection of predefined Footer
options. Try inserting date and time, page numbers, pictures and clip
arts in the footer area.
Fill in the blanks
1. ______________ can be used for inserting information at the bottom of each page automatically.
2. The Footer option is available under ____________ group in the Insert Tab.
SESSION 4: MANAGING STYLESSESSION: Styles or Style sets are pre-defined or customized
options used for creating good looking professional documents with least efforts.
To work with styles, open a new word document in word processor,
1. T o view list of styles, locate the Style group under Home
tab.
2. 2. I f you would like to view the list of style sets available,
point to Style Set under Change Styles option. A drop-
down with different styles will be displayed.
3. Select any of the styles listed by clicking it. The entire document will change to the specified font or
color automatically.
Fill in the blanks:
1. __________ are customized options for creating professional looking documents with the minimum efforts.
2. You can change styles by using the ____________ group under the Home tab.ERCISE
SESSION 5: DOCUMENT TEMPLATE: Templates or document templates refer to a sample fill-in-
the-blank document that can help in saving time. Usually templates are customized documents that may have
sample content, themes, etc.
To view sample templates available with your word processor,
1. Go to File > New. You will be displayed with different types of templates
2. Now select any of the templates by double-clicking on it.
3. Some of the websites that offer
4. free templates are:
• office.microsoft.com/templates
• www.thepapermillstore.com
• openoffice.blogs.com/openoffice/templates/
• www.docstoc.com

Note: You create the template as a normal document, but the magic step is where you save it. Click on File
>Save As, and give the template a name. Select Word Template from the Save as type: drop down list.
Fill in the blanks:
1. T emplates or document templates refer to a __________________ document.
2. Creating a new document based on a _____________ can save you ____________ because
_____________________________.
SESSION 6: WORKING WITH PAGE AND SECTION BREAKS: Page and Section breaks
can be used to separate a document into sections. To separate a section in a document, you can use the
section break. To work with breaks, open a new document in the word processor
a) Click on the Page Layout tab on the Ribbon.
b) Click on the option Breaks in the Page Setup group
c) A dropdown list with options for different types of
breaks appears. An explanation is given for each type of
page or section break.
A page break can be inserted anywhere in a document to force the end of a page and the beginning
of a new one. You need to be able to see where your section breaks or page breaks are inserted in order to
see where the formatting stops and ends or to delete them. To see a section/page break, click the Show/Hide
button on the Home tab in the Paragraph section. The section/page breaks are displayed in your document.
1. Click on the section/page break.
2. Press Delete on your keyboard and the section/page break is removed.
Fill in the blanks
1. _____________ & _________ breaks can be used to separate a document into sections.
2. Using page breaks, you can create different ____________________________.
3. A section break controls the __________ of the document content that ________ it, until it
reaches another section break.
4. T o see a section/page break, click the ________ button.
SESSION 7: APPLYING CHARACTER FORMATSSESSION: If you are creating a textbook
with scientific content, you need to use special formatting for some characters. Character formatting can be
applied to a single character or word. Working with Character Formatting.
Use the following options to make changes to a character or word:
Font Face: After selecting the text you need to click Font Name in the Font group to select the particular font
style from the fonts listed.
Font Size: After selecting the text you need to click Font Size in the Font group to select the particular font size
from the values given.
Grow Font: After selecting the text you need to click the icon in the Font group to make the font size
larger than the current font size by the specified point.
Shrink Font: After selecting the text you need to click the icon in the Font group to make the
font size smaller than the current font size by the specified point.
Strikethrough: After selecting the text you need to click the icon in the Font group to make a
strike through the middle of the selected text.
Subscript: After selecting the text you need to click the icon in the Font group to make the
selected text lower than the normal text position.
Superscript: After selecting the text you need to click the icon in the Font group to make the
selected text higher than the normal text position.
Clear Formatting: Clear Formatting is used to clear the character formatting (such as Bold,
Italics ,Underline, font face & size, superscript & subscript etc.) of the selected text. To remove the
character formatting, select the text and click on icon in the Font group.
Text Highlight Colour: Use this option to change the background colour. To do so, select the
text and click on icon in the Font group.
Font Colour: Use this option to change the colour of the text. To do so, select the text and click
on icon in the Font group.
Change Case: Word processor helps us to change the text case to capital letters or small
letters. You can also capitalize each word in the sentence and capitalize the starting word of the sentence
using Change Case under Font Group. To do so, after selecting the text you need to click the
icon in the Font group:
Sentence Case: On selecting this option from the dropdown list, the first character in the first word of the
selected sentence will be converted to Capital Letter (Uppercase).
Lowercase: On selecting this option from the dropdown list, the selected text will be converted to Small Letters
(lowercase).
UPPERCASE: On selecting this option from the dropdown list, the selected text will be converted to Capital
Letters (UPPERCASE).
Capitalize Each Word: On selecting this option from the dropdown list, the first character in all the words of
the selected sentence will be converted to Capital Letter (Uppercase).
tOGGLE cASE: On selecting this option from the dropdown list, the small letters in the selected text will be
converted into capital letters and capital letters will be converted into small letters.
Fill in the blanks:
1. After selecting the text you need to click the _______ in the Font group to make the font size
larger than the current font size.
2. T o remove the character formatting, select the text and click on ______in the Font group.
3. On selecting _______________________, the first character in the first word of the selected
sentence will be converted to Capital Letter.
4. On selecting _______________________, the first character in all the words of the selected
sentence will be converted to Capital Letter.
SESSION 8: INSERT GRAPHICAL OBJECTS AND ILLUSTRATIONS: not only we can
blend graphic images into our message, but Word, WordPerfect and OpenOffice also allow us to blend in other
special features. These features are generally known as “objects”. These objects can be almost any form that
can begenerated as a computer file. Sounds, Music, drawings, documents spreadsheets, etc. are all examples
of possible objects that you can include in a document, or link to a document.
Note: Embedding an object makes it part of the document while linking an object does not include the
object file into the document files.
Most Word processors has support for inserting illustrations in the form of Clip Arts, Shapes,
pictures, charts, etc. Clip Art can help in making a document look colourful and presentable. Clip arts are pre-
defined images available for use in documents.
You can use the clip art gallery built-in within the word processor; you can also download clipart
from websites. Some of the websites that have free clip arts are:
• www.openclipart.org
• www.pdclipart.org
• www.clker.com
• www.freeclipartnow.com
• www.wpclipart.com
a) To insert a clip art in a document,
1. Open a new document in word processor
2. Click on the Insert tab on the Ribbon.
3. Click on the option Clip Art in the Illustrations group
4. T he Clip Art Task Pane appears. Enter the clipart
category name in the search box and Click Go.
5. Once you click Go, a window appears along with list of clip arts matching the search keyword
6. Select the clipart that you want to use, double-click on it and it will be inserted into your document.
Fill in the blanks:
1. Embedding an object _____________ the document while linking an object does
____________ into the document files.
2. Readers trying to access the linked object must also have __________ file that forms that
object.
3. Clip Art can help in making a document look ___________and_______________.
4. Clip Art is available under ___________ Illustrations group in Insert Tab
Answer the following:
1. List any two websites that offers free clip arts.
2. What are Objects in a Word processing software?
SESSION 9: TEXT WRAPPING: Once you have inserted the picture, you can
wrap the text by using the Wrap Text option under Text section of the Insert Tab after
double-clicking on the picture If you are working on Word, select the picture then select the
Text Wrapping dropdown arrow in the Arrange group under the Format tab. Now try
selecting different Wrap Text options such as Square, Tight, Through, etc. and observe
the changes made to the wrapping.
Fill in the blanks:
1. T o search for a picture, place the cursor _______ the text, click Insert Tab, and click _______ under
Illustrations.
2. After you have inserted the picture, you can wrap the text by using the ______ option.
Answer the following:
1. List any three word wrapping options available in a word processing software.
SESSION 10: INSERTING OBJECTS: In addition to graphic images, to add a personal touch to a
special message or to illustrate a special feature, you may want to embed sound files or maybe even actual
files from other software applications in your document. To insert an object,
• Open a new word document
• Select Insert Tab
• Click Object under Text section. A dialog box will be displayed, as shown in figure
• Select Create from File Tab
• Click Browse and select a file such as a spread sheet or a PDF document that is
available on your computer, Click Open and Click OK
Note: If you would like to edit the embedded document, double-click on it. It will
automatically open it for editing using respective application.
Note:
1. The embedded objects cannot be printed.
2. T he person opening your document must have the relevant software loaded on their computer to operate
the embedded file.
3. If you embed an object, the size of your document increases significantly and this may cause problems in
emailing the document as an attachment.
4. I f you link an object, the person opening that document must have a direct connection to the original file
location of the object.
Fill in the blanks:
1. T o open an embedded document, ___________ it.
2. Embedded objects ______ be printed.
3. When you embed objects in a document, you may have trouble emailing it because ___________________
SESSION 11: INSERT SHAPES, SYMBOLS AND SPECIAL CHARACTERS: You can
insert objects that have different shapes such as lines, basic geometric shapes, arrows, equation shapes,
flowchart shapes, stars, banners, and callouts using the shape option.
a) To work with shapes, open a new document in word processor,
1. Click on the Insert tab on the Ribbon.
2. Click on the option Shapes in the Illustrations group,
3. Once you click the Shapes option a dropdown list with pre-defined shape such as box, circle, etc. appears.
4. You can select the shape from the list of shapes available and draw the shape by dragging the mouse with
the left button clicked.
b) To work with symbols or special characters, open a new document in word processor.
1. Click on the Insert tab on the Ribbon.
2. Click on the option Symbol in the Symbols group,
3. A dropdown list appears
4. Select a symbol from the list and double-click on to insert the symbol into the document.
Fill in the blanks:
1. You can insert lines, basic geometric shapes, arrows, equation shapes, flowchart shapes,stars, banners,
and callouts using the ___________ option.
2. Symbol option is available under _________________ group in the Insert tab.